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Our Minutes

Tuesday, January 29: Meeting Minutes

29/1/2019

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Report - Max, VP Academic and Administration
  • Embassies
    • Following up with Jamaican Embassy regarding security and media details, awaiting reply
    • Contacted Zambian Embassy for an embassy visit in Early to Mid March
    • Will send full details when received to media
  • Study Sessions
    • Following sessions have been booked
      • Gins 1020 = February 15th, 6 - 9 pm, CB 2400
      • Gins 2010 = February 13th, 6 - 9 pm, CB 2400
      • Gins 3020 = February 28th, 6 - 9 pm,  CB 2202
Report - Graeme, VP Finance
  • We got $500 from Gerlach! Brings out goal down to $858 (including CASG AIF money, $1,047.69, excluding, deciding what route we decide to use)
  • Remainder of funding should be achievable given Merch Sale, Karaoke Night etc.
  • Graeme sent another email to Luke Taylor specifically asking for companies or organizations that he knows that would be willing to sponsor our event
  • CUSA Funding: Once we have the marketing materials for the event and CUSA Hub page live we should submit our request for CUSA Funding. After I will try to get in contact with Luke Taylor to speed up the process.
  • MERCH: I was just curious to see what the process of finances is from Harrison to us? Do we get to see how much stuff people purchase? How long after the sale do we get our cut?
  • MISC: Tia: Tia said she was ok with a $300 cheque and the gala ticket. Just wanted to confirm this is ok with everyone before I give her the cheque?

Report - Maddy, VP Social
  • Karaoke night, Wednesday, February 6th
    • Contacted ILUPH for props
      • Projector / or screen
      • Laptop
      • Aux cord
      • HDMI cable
      • Speakers
      • Lighting?
      • Microphones ( at least 2)
    • Logistics of event in Industria
      • Karaoke will take place on the bottom floor utilizing the big screen TV
      • On the top floor, there will be an exec taking 30 min shifts of adding songs to the playlist
      • We get 10% of all drinks go to us
    • Gala logistics
      • Silent Auction has been agreed on both parties
      • There will be no Valedictorian or Awards
      • Maddy has gotten the contact the of the DJ at The Show and he is willing to DJ for the Gala
      • Sam is looking into private security past midnight
      • Maddy is writing a sponsorship letter to Michaels for additional decorations
      • We will tastefully integrate our theme of the Sexual Assault charity
        • Table cards about consent
        • Resource cards at the entrance and bar
        • Information about the charity partner on tickets
      • Maddy will get in contact with venue for 3rd party food (edible arrangements)
    • Merchandise
      • Store will open on February 12th
      • If possible, do a class talk about merchandise
Report - Monica, VP Communications and Media
  • Taylor Arnt will manage the online portal, Facebook page, tickets for Gala

Report - Talia, President
  • Speed Networking Night
    • Everyone should continue to find contacts for the networking night on March 14th.
    • Location is TBD
  • Equity position
    • Will close responses and release results soon
    • Currently looking into the creation of an equity committee that is applicant based and not an executive position
      • Details will be set at the focus group
        • Tentative date: Tuesday February 12th,
  • BEGIN 2 CONNECT
    • Resume / Cover Letter workshop / Summer Job / Networking skills workshop  (Monday the 25th or Tuesday 26th of February)

Report - Year Representatives
Liam
  • 21st of March for IER event
  • Will be contacting the 6 people for IER options soon
  • Format
    • Short powerpoint
    • presentation introducing the 6 members
    • After, open floor to talk to people and get snacks
Gemma
  • Gemma has designed a new tunnel mural, will post in drive when completed
Maheep
  • Motion to change article 4, clause 5, to allow year reps to access the emails
  • Maheep, Maddy, Talia, Irene, Liam, Max has voted for the motion
    • Monica, Graeme, Gemma will vote in Slack
    • Votes can be changed and debated over slack until the end Friday, February 1st
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Wednesday, January 23: Meeting Minutes

23/1/2019

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Wednesday, January 16: Meeting Minutes

16/1/2019

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Report - Max, VP Academic and Administration
  • BYOB - Bring Your Own Bananas&Books
    • Ice Cream sold well
    • Textbook social media aspect should be advertised very early because they need to be aware of the resource
      • This would de-clog the Facebook groups
  • German Embassy Visit
    • Turnout rate was very good
    • IPCC Students came and were enthusiastic about other events
    • Speakers were very enthusiastic
  • Embassy Visits
    • Max will follow up with Jamaica, Kenya, Afghanistan
  • Study Sessions
    • Year reps will go through syllabi to tell Max when to book rooms
Report - Graeme, VP Finance
  • Meeting with Talia, Graeme, Sam for financing the Gala
    • Fundraising applications will be done in the next 2 weeks
      • Gala Fundraiser tracker to be continually updates
    • February 3rd finalized prices
    • February 4th ticket sales launch
  • Execs and year reps will get in contact with Graeme for outstanding ticket sales
Report - Maddy, VP Social
  • Gala
    • theme propositions
      • Fly me to the Moon
      • Secret Garden
      • Great Gatsby
    • Check if  ILUPH does light rentals
    • Silent auction will occur at gala
  • Karaoke Night @ Industria Pizzeria on February 6th
    • Doors open 7, starts at 7:30
  • Merchandise
    • Prices for Merchandise
      • All Hoodies = 45.00
      • All T-Shirt = 18.00
      • Crewneck Sweater = 35.00
      • Hats = 22.00
      • Grad hoodies = 60.00
      • Quarter zips = 55.00
Report - Monica, VP Communications and Media
  • Will get in contact with RED BULL for study sessions dates
Report - Talia, President
  • Equity Survey
    • will be launched by the end of this week
  • Meeting time has been finalized for 6:30PM on Wednesdays

Report - Year Representatives
Irene
  • Finalizing email and details for Time Capsule
Maheep
  • Currently in contact with numerous persons on their IER for highlights
  • Currently setting up a online system to register people for third year visits
Liam
  • IER Information Social at St. Patrick's building in late march
    • Liam would get in contact with IER Alumni from each of the 6 options for IER
    • Advertisement would start roughly 3 weeks before the event, booking should be for the week of the 18th
    • Liam will get in touch with Orlaith so dates do not conflict with other administrative IER events
Gemma
  • Gemma’s friend, Van wants to join the BGInS Media Committee and can do videography
  • Tunnel Mural Idea
    • We can paint a world map and have people’s initials put on the map for where they went on their IER
    • Talia will send Tunnel Mural Booking info to Gemma so she can start planning

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Wednesday, January 9: Meeting Minutes

9/1/2019

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Report - Max, VP Academic and Administration
  • German Embassy visit is on the 16th
    • Need around 15 people
  • Max has talked to his MP, Dr. Hedy Fry for the networking night
    • Dr. Fry is interested, but needs to know a specific time
Report - Graeme, VP Finance
  • Graeme is advertising for sponsorships, but needs a specific theme and advertisement to sell to potential sponsors
    • We have decided on “starry night”  
  • Tristan has been delivered the correct cheque for the photo shoot
  • Graeme will negotiate price for graphic design with Tia Wong
Report - Maddy, VP Social
  • Pub Night
    • Execs and reps are buying our own tickets
    • Count down advertisement will be posted on Facebook
    • Execs are taking tickets to sell in lectures
    • Execs and reps should be at the venue at 10:15
  • BYOB
    • Letter for sponsorship is done, print and bring to grocery stores
      • Remember to change the name of stores mentioned in the sponsorship letters
    • Maddy will put a form in slack to detail which exec will go which grocery store
  • Relay 4 Life
    • We will not be participating in relay 4 life because of the Gala
Report - Monica, VP Communications and Media
  • All event pages (BYOB, Pub Night, German Embassy) have been created
    • All execs and reps should share and invite
  • Website has been updated with bios and photos
  • Monica will contact Kaplan representative in order to negotiate discount
  • Max will talk to shruti about bringing in PAPM students to BYOB
Report - Talia, President
  • Gala
    • Estimated gala ticket price is roughly 40 dollars
  • Meeting time is tentatively set for 5:30 on Wednesdays
  • Kimiya project meeting
    • Will be arranged shortly
  • Equity position
    • Google form to be emailed to students to get feedback on the position
    • Focus groups to be organized to discuss the position
Report - Year Representatives
Liam:
  • Needs more tickets for pub night
  • Casual IER information event geared towards first years and second years
Maheep:
  • Email students who went on IERs to submit their highlights
  • Possibility of a Instagram / Snapchat IER highlight takeover
    • Maheep will contact insight
  • 3rd year visits
    • After discussing with the 3rd year professors, the agreement for the seminar visits are as follows
    • Starting at week 3, every lecture except certain ones for special reasons there will be 2 spots available per lecture
    • Students must
      • Register to us via google form and adhere to the conditions of observing the class
  • Buy / Sell textbook group
    • Will be created under the BGInS Students’ society Facebook Page and advertised at the BYOB event
Final Notes
Updates from Ottawa Carleton District School Board ICP Program
  • Will be contacted when we have spots available for events

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